Programme Management Assistant (G-6)

Organizational Unit:	Division for Latin America Department of Technical Cooperation
Duty Station:	Vienna, Austria
Issue Date:	22 January 2013
Application Deadline:	21 February 2013
Type of Appointment:	Either a Fixed-term appointment (if the candidate already holds a Fixed-term appointment) or Temporary-assistance appointment (in all other cases) may be offered, both subject to a probationary period of 1 year
CCOG codes:	2.A.11

Organizational Setting

The Department of Technical Cooperation consists of a Division of Programme Support and Coordination and four Regional Divisions, which are organized into two Sections each. The objective of the Regional Divisions is to respond to relevant developmental priorities in Member States (MS) through effective programme management, increased engagement of MS, partnership building and improved coordination in the region and to contribute to increased self-reliance of MS in the application of nuclear techniques. The TC operating environment is interactive, participative and dynamic with continuous inputs received from the Board of Governors, the General Conference, policy and decision-makers in Member States, other parts of the Secretariat and the international development community. Each Section is responsible for a number of countries in the region and consists of 3 to 4 Programme Management Officers and 10-12 support staff. The G-6 Programme Management Assistant reports to the Section Head.

Main Purpose

Under the supervision of the Section Head, the main purpose of the post is to ensure effective and timely processing of implementation actions and to contribute to planning and monitoring project implementation.

Working Relationships

The incumbent interacts internally with staff of the Division and the Department, Technical Divisions and administrative areas and externally with missions in Vienna, host institutions, counterparts as well as experts, fellows and training course participants. Contacts are required to transfer or exchange information, clarify mission or ambiguous details, award terms, consultations on implementation matters, justify or explain the IAEA's position, rules and processes.

Functions / Key Results Expected

Contribute to project design by ensuring that human resource implementation aspects are taken into account; prepare implementation work plans for the Section; ensure that resource requirements and costs are properly determined for human resource components in close consultation with Programme Management Officers, Section Heads, and other relevant IAEA staff. Coordinate the timely implementation of human resource activities for all projects handled by the Section; distribute requests for experts / fellows / scientific visitors / training courses ensuring an equitable workload distribution; monitor human resource implementation work plans; analyse implementation statistics to identify issues and trends and recommend corrective action / improvements. Oversee processing of human resource implementation actions, analyse basic factors affecting implementation results and identify constraints and take corrective action. Recruit experts, place fellows/scientific visito0rs, and arrange training courses, with special emphasis on complex cases. Act as process leader for one implementation component; provide guidance and training to staff; ensure adherence to quality standards; monitor the effectiveness and efficiency of the process, and recommend improvements; provide back up to other process leaders. In consultation with Project team, review requests and administrative and financial arrangements for experts / fellows / scientific visitors / training courses, and ensure compliance with established policies, regulations, rules and procedures; authorise and certify administrative transactions and incur obligations on behalf of the IAEA to implement human resource project components; and provide advice and propose solutions for situations which deviate from standard practice.

Knowledge, Skills and Abilities

Good organization skills to deal with a large volume of work under time pressure. Ability to set priorities, meet deadlines and work independently and accurately. Sound numerical skills, and the ability to draft correspondence, correct documents and present information. Knowledge of project/personnel administration and the understanding of the corresponding processes and procedures in various national circumstances. Ability to act as problem solver for complications, to identify and recommend improved work methods, need for changes to procedures or practices, and reallocation of staff resources. Excellent client orientation to identify needs, seek solutions and keep clients informed of status. Knowledge of office management and leadership skills to advise the implementation team and provide guidance to others. Excellent communication and interpersonal skills combined with the ability to work in a multicultural team with sensitivity and respect for diversity. Ability to act with tact, diplomacy, discretion and respect for confidentiality. Computer skills: Knowledge of Microsoft Office 2010 (Outlook, Word, Excel, PowerPoint), which is the IAEA's standard. Knowledge of a computerized travel system such as the IAEA's Travel, Lodging and Subsistence System (ATLAS).

Education, Experience and Language Skills

Completed secondary education. Minimum of six years of relevant working experience including work in a clerical/administrative position in an international environment. English Typing Test (Level 2) and English Language Test (Level 2) at IAEA standard. Fluency in verbal and written English and Spanish. Knowledge of another official IAEA language (Arabic, Chinese, French, Russian) an advantage.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €47 536 (subject to mandatory deductions for pension contributions and health insurance), six weeks' annual vacation, pension plan and health insurance.

How to Apply

Internal and external applicants need to complete an IAEA Personal History Form. Internal applicants are required to apply online at https://personnel.iaea.org. External applicants are required to apply online athttp://recruitment.iaea.org. You can find more information about employment opportunities and working at the IAEA at http://www.iaea.org/About/Jobs. No e-mail or hard-copy application will be accepted. All applicants will be informed of the outcome of their application in due course. Applications received after the application deadline will not be considered. Applicants who do not comply with the aforementioned application guidelines or do not meet the essential requirements specified in this Vacancy Notice will not be considered. Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only.Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process.

Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.